Inserting mail merge fields (Word plugin)

Once you're signed in to the SwiftFox Templates add-in, you insert fields into your Word document so that SwiftFox data fills them in when the document is generated. Fields are inserted from the Merge field dropdown in the right-hand pane.

Insert a field — step by step

1. Place your cursor in the Word document exactly where you want the data to appear.
2. In the SwiftFox Templates pane, open the Merge field dropdown to see every field available to your account.
3. Select the field you want to insert.
4. Under Field Type, make sure you've chosen the correct type for your use case — Template Field for individual documents, or Mail Merge Field for bulk documents — see Template field vs mail merge field (Word plugin) (Document ID: 264). Mail Merge Field is selected by default.
5. Select Insert Field to place the selected field at your cursor. Insert Field stays unavailable until you have chosen a merge field.
6. Repeat for every piece of SwiftFox data you want in the document.
7. Save the Word file when you're finished.

What fields are available

The Merge field dropdown lists all fields available to your account, grouped into three kinds:

• Default contact fields — standard contact details, such as name, title, date of birth, address, mobile and email.
• Finance fields — financial data such as arrears and total-paid figures, useful for documents like end-of-financial-year (EOFY) statements.
• Custom fields — any custom fields you have created in SwiftFox, so your own data points can be merged into documents too.

Tips for building a clean template

• Insert each field at the precise cursor position you want it — fields drop in wherever your cursor sits.
• Use default contact fields for personalisation (greetings, addresses), finance fields for statements, and custom fields for anything specific to your account.
• Keep the Field Type consistent across the whole document so it matches your intended generation method.
• Always Save after inserting fields, then upload the file to SwiftFox — see Uploading and organising document templates in Settings (Document ID: 259).